Check Request Form Templates

What is a Check Request Form?

A check request form is a template that employees, vendors, companies, or individuals use to request payment or reimbursement formally. Some organizations may require the use of an internal, uniform check request form. However, contractors, employees, volunteers, and vendors can also download a template to create a personal check request.

The individual completing the check request form must ensure that they have accurately filled in their information. Skipping fields, entering incorrect information, or writing in a hard-to-read color or font can cause delays in the reimbursement process. Re-reading the document and having another person look it over minimizes the risk of errors, which, therefore, allows you to receive your check sooner.

Sample Check Request Forms

How to Fill Out a Check Request Form

Understanding how to use a check request form prevents delays or miscommunication between parties. After choosing the desired format, gather the necessary information or documents to ensure efficiency. Often, the business or individual requires that you submit receipts or related documentation with the check request form as proof of purchase. Therefore, having the paperwork with you while filling out the request form makes it easier to complete.

• Step One – Select a Form
• Step Two – Include Required Information
• Step Three – Download or Print
• Step Four – Submit to Recipient

Step One – Select a Form

Consider the purpose of the form as it may have different requirements. For instance, a volunteer organization’s check request form may look different from one for a corporate organization. Choosing the layout with the most relevant fields is essential to receive compensation diligently.

Step Two – Include Required Information

The information to include may differ for each form, but generally, the form will require:

• Name;
• Date;
• Address;
• Email address;
• Phone number;
• Employee ID/Vendor Number/Social Security Number;
• Check amount;
• Explanation for purchase;
• The quantity and unit price of the item, if applicable;
• Approve by and Requested dates;
• Due date; and
• Signature(s).

Other necessary items, such as receipts, invoices, or price quotes, typically need to be attached to the check request form, as well.

Step Three – Download or Print

Download the form and save it to a folder on your computer. You can fill it out electronically or print it and write it out by hand. If you request checks frequently, having quick access to a blank template will save time in the future.

Step Four – Submit to Recipient

Submit the check request to the appropriate person or department. Depending on the organization, this may be a supervisor, treasurer, or accounting department. Make sure to submit it in their preferred method – by hand, mail, or electronically.

Check Request Form Templates: Excel

Benefits of a Check Request Form

A check request form provides several benefits for the parties involved. Most importantly, it prevents individuals from paying for costs out of pocket. It works by informing the company or organization of the expense and the reason(s) for purchasing the item or service.

• Request Funds Before Purchasing
• Request Funds After Purchasing
• Records Transaction
• Assists with Budgeting
• Prevents Theft

Request Funds Before Purchasing

The person requesting a check may not want to use their own money. In this case, they must complete the form in advance and receive permission from the treasurer, department head, or another authorized person. Once they receive the check, they would only have the ability to use it towards the approved purchase. In other words, they could not use it to pay for another item or a personal expense.

Request Funds After Purchasing

On the other hand, a person can submit a check request after the purchase to receive reimbursement. However, this situation could become tricky if the company or organization denies the request. They could disapprove because they cannot afford it or do not consider it a beneficial purchase. As a result, the individual would not receive compensation. To prevent this situation, the individual should consult the company or organization before purchasing. By doing so, the person knows that they will receive payment.

Records Transaction

Additionally, the check request form acts as a record of the transaction. The person storing the document must file it in a safe place. If any questions arise after the sale, the business or group can reference the form to see the payment details. Similarly, if someone claims they did not receive a check, the organization can fact-check it using their records.

Assists with Budgeting

A check request form also keeps the books and budget up to date from the organization’s perspective. Having this information allows the treasurer to adjust the budget as needed. For example, the company or organization might decide to make the expense regular (i.e., weekly, monthly, or yearly). As a result, they would need to budget to ensure they have enough money in the account for it. If they cannot afford it, they would have to boost fundraising efforts, obtain a loan, or decrease other less-important expenditures.

Prevents Theft

Most companies or organizations require the authorization of a check request form. The person who oversees the money must approve the document in writing before the individual receives a check. Since it requires an official signature from a specific party, the form prevents fraud.

Check Request Form Templates: PDF

When to Use a Check Request Form

There are many instances in which a check request form is useful. Reference the scenarios below to learn more about when and how to use the document.

• Example 1: A member of the Parent-Teacher Association at their child’s school purchased bagels and coffee for the meeting last week. Because the parent used their own money, a check request form allows them to get reimbursed. After filling out the check request form and attaching the receipt from the bakery, the parent submits it to the head of the PTA for repayment.
• Example 2: An employee who works for a local community college is hosting a booth at a career fair for high school students. The employee wants to purchase branded swag to give away, such as pencil pouches and notebooks. Once they find the merchandiser and obtain a quote for the products, they will complete and submit a check request to approve the purchase. Because the form provides the vendor information, the payment is sent directly to the vendor.
• Example 3: A credit union has decided to be a sponsor for a fundraising gala. The credit union’s marketing manager submits a check request to the accounting department so the gala organizer can receive their payment directly.

Other instances to use check request forms:

• A stylist at a hair salon needs to restock supplies.
• An extracurricular club at school is requesting materials for the upcoming formal dance.
• A church leader needs reimbursement for the youth group pool party.
• An employee needs to be repaid for food, travel, and lodging expenses from the last business trip.

Check Request Form Examples

Key Takeaways

A check request form is an efficient way to purchase items on behalf of a company or organization. It also enables a person to be reimbursed if they paid for business expenses out of pocket. It can be used in small and large companies, non-profits, or volunteer organizations. A check request template is easy to use. It can be saved as a blank template for future use. By following the instructions on the check request form – as well as the organization’s process for requesting a check – you are likely to get paid or reimbursed without delay.